Church Affairs Committee

CHURCH AFFAIRS COMMITTEE  -  AGREED GUIDELINES

Composition
All members to be nominated by the PCC.

Suitable quorum to be set by PCC, in the light of numbers nominated.

Membership may include a small number of people who are not PCC members:  maximum to be half the quorum set.

The Rector is an ex-officio member.  [It is recognised that he may choose not to attend all committee meetings.]

The Hon.Curate, and Churchwardens will not be nominated, but may attend and play a full part in meetings.

Other PCC members and others may attend and speak, by invitation, at meetings.

[It follows that dates of meetings must be agreed/set by the PCC and any changes or extra meetings declared well in advance to all PCC members and others members of the committee, and that meetings must not clash with other committees.]

The committee will appoint its own chairman.

Purpose and process
a)             To be the principal channel of communication with Deanery and Diocesan Synod
The committee will meet at suitable times in relation to the dates of synod meetings, and

·          receive representatives’ reports of synod meetings; and

·          consider forthcoming items on synod agendas, giving guidance to representatives where appropriate (provided that this is within the limitations - see below).

Ahead of each PCC meeting it will routinely report in writing to the PCC via the PCC Secretary (within a timescale laid down by him). 
b)             To consider and prepare advice on policy issues
This part of the work will involve identifying and responding to policy issues as they arise, in much the same way as the PCC has done up to now (to the extent that this is within the limitations - see below).
Ahead of each PCC meeting it will routinely report in writing, under both headings, to the PCC via the PCC Secretary (within a timescale laid down by him).

Four meetings to be held per year if required.

Committee to choose its Chairman, who will be a PCC member.  (There will also need to be arrangements for producing and promulgating agendas and notes.)

Should a vote be required:  nominated members to have a vote, along with any of Rector, Hon.Curate, and Churchwardens attending.

Committee Chairman to have an additional casting vote if necessary.

If between scheduled meetings an urgent matter arises, the way forward will be discussed by the committee’s Chairman and the Rector (as

PCC Chairman).

[Options include phone or e-mail consultation of committee members; reference to Standing Committee; calling of an emergency PCC meeting; or, exceptionally if timing dictates, reference to a scheduled forthcoming PCC meeting.  Whatever procedure is adopted, every effort will be made to involve all committee members in the discussion, and the temptation to involve the PCC unnecessarily in discussion of detail will be avoided!]

Limitations

Any expenditure to be limited to emergencies only, and reported to the PCC as soon as practicable.  None to be incurred beyond £100 since the last such report, unless in case of delegation by the PCC or Standing Committee.

Committee to be sensitive to the need for full PCC to make the major decisions, including those on significant policy issues.

Urgent matters which go beyond these limitations to be dealt with on emergency basis as above.